Executive Assistant

Job Description

Job Description

Executive Assistant - Join Our Big-Hearted Team

Are you ready to make a meaningful impact in a vibrant, compassionate community? Join our exceptional team at our Administration Offices in Surprise, AZ , as an Executive Assistant!

Your Mission : This position provides comprehensive, skilled administrative services and assistance. Handles a variety of situations involving the administrative function of the office including acting as intermediary to a variety of publics such as the board of directors, residents, senior executive staff, the media, and other internal and external parties.

This position may also support other senior leaders as needed.

Why Choose Us?

• Great Place to Work : Sun Health has been certified as a Great Place to Work in 2021, 2022, and 2023.
• National Recognition : We secured a top 10 spot on the Fortune Best Workplaces for Aging Services™ list in 2020 and 2021.
• Platinum Award Winner : Our dedication to health and safety earned us Platinum awards from the Healthy Arizona Worksites Program in 2019, 2020, and 2021.

Key Responsibilities :

Administrative Operations :

Frequently handles a wide variety of situations and conflicts involving the clerical and administrative function of the office on behalf of the Chief Engagement Officer.

This includes planning, organizing, directing and controlling a wide variety of tasks and internal / external requests, as well as assisting in determining daily priorities to maximize the use of the executive's time, keeping them informed accordingly.

• Provides support for Board, committee, and task force activities and meetings as directed by executive leadership.
• Prepares the development of agendas and materials necessary for in-person meetings and calls; taking meeting minutes, distributing, and publishing them as appropriate, while safeguarding the confidential nature of the discussions and information shared in the meetings;

and filing any necessary information with the corresponding corporate entities. Create and maintain meeting minutes, books, and archive materials.

Maintains executive's appointment schedule by supporting the planning and scheduling meetings, conferences, teleconferences, and travel plans.

Arranges for staff members to represent organization at meetings and conferences.

Communication and Compliance :

Establishes excellent working relationships with the appropriate key stakeholders in verbal, written, and electronic correspondence.

Maintains all lists including but not limited to mailing lists, council lists and committee lists.

• Mails, tracks, and follows up on necessary documents and creates reports as needed.
• Interprets requests and takes appropriate action. Evaluates level of information and notifies senior leadership if / when appropriate.

In the absence of executive leadership, directs and ensures that requests for action or information are relayed to the appropriate staff member.

Prioritizes leadership email and proactively escalates urgent matters.

Reads and researches routing correspondence; drafts letters and documents; collects and analyzes information; initiates telecommunications.

Independently composes and signs correspondence for senior leadership as needed.

Independently composes correspondence and responds to individuals, requiring knowledge of executive leaders' views, philosophy, and strong understanding of technical matters.

May serve as executive leader's representative at meetings and express the executive's viewpoints at such meetings.

Anticipates and undertakes special projects as needed including researching and gathering information and other background materials as required by the executive for daily meetings and presentations.

Gathers background information for sensitive and / or confidential reports.

• Performs all functions according to established policies, procedures, regulatory and accreditation requirements, as well as applicable professional standards.
• Provides all customers of Sun Health with an excellent customer service experience.
• Performs other duties as requested by a member of the executive team.
• Serves as backup to other Executive Assistant team members a needed.

Foundation and Fundraising Support :

• Assist and support fund raising activities with the team as they meet with potential donors and supporters of Sun Health.
• Assist the Annual Gifts Coordinator with the database and can run reports and communicate to key stakeholders on results.

Your Qualifications :

• Bachelor's degree In business administration or related field preferred.
• Minimum 3 years of experience in office administration or a similar leadership role, with experience representing a senior executive.
• 1 year experience managing projects preferred.
• Excellent leadership and interpersonal skills, with the ability to motivate and inspire a team to achieve team and organizational goals.
• Ability to analyze non-routine administrative details of varying degrees of complexity and provide for an acceptable resolution.

Ability to acquire and utilize a thorough knowledge of organization policies, practices, and operations to perform various administrative duties.

• Ability to convey a professional image and effectively represent the executive as appropriate in his / her relationship with external customers.
• Expert level knowledge in Microsoft Office Suite with strong technical skills and abilities
• Experience with budget management and financial analysis.
• Excellent communication skills, both written and verbal.
• Strong working knowledge of administrative / specialized business support services as normally demonstrated through four to five years advanced administrative support experience at a progressively responsible level, including management of projects.

Team Member Benefits :

• Comprehensive health benefits (Medical, Dental & Vision).
• 401k with immediate vesting and up to 4% employer match.
• Tuition Reimbursement.
• Exclusive discounts through The Employee Network.
• Access to the Employee Association, supporting team members in need.

Equal Employment Opportunity : Sun Health is fully committed to equal employment opportunities and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, sex, color, religion, national origin, age, physical or mental disability, veteran status, or any other characteristic prohibited by state or local law.

We provide a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.

Join us and be a part of a community that cares for its residents and team members alike.

Apply today!

Job Posted by ApplicantPro